Executive Assistant to the UK Director

Job Description

Key facts

• Employer: Gospel Patrons UK (registered charity).
• Reporting to: GPUK Director.
• Contract: Part‑time, flexible and negotiable; typical 15 hours/week or 20 hours/week term-time only.
• Location: Home working with occasional travel to UK events (currently term time only). Full expenses paid 
• Salary: £32,000 - 34,000 FTE (full time is 40 hours per week)

Role purpose

Provide high‑quality operational support to the National Director so Gospel Patrons UK can establish regional local leadership, run its quarterly hosted events, maintain accurate supporter and event data, manage the Director’s diary and travel, and deliver clear, consistent marketing and communications that reflect the mission and tone of Gospel Patrons UK.

Core responsibilities

• Diary & UK National Director support
  • Manage the National Director’s calendar, travel bookings, meeting prep and follow‑up actions e.g. posting Gospel Patrons books and resources.
  • Appropriately prioritise meeting requests, optimising the diarising of in-person meetings for efficiency.
  • Support the GPUK board meetings by drafting agendas, circulating papers and following up on actions (we have AI generated draft meeting notes).
• Event management
  • Assist with polling key stakeholders to find the best date for upcoming events and pre-event planning meetings.
  • Plan and oversee the hospitality of quarterly hosted events, currently in London, Oxford and Edinburgh (venue liaison, booking AV support, setting up registration, catering, and post‑event follow up). Event contributors and run order will be overseen by the National Director.
  • Support with organising private room bookings and catering pre-ordering for small group events you will not be required to attend (small groups meeting e.g. going through the 12-week Masterclass, small discussion lunches, hosted private dinners)
• Data management
  • Support Gospel Patrons UK with an increasingly insightful and robust ways of managing key stakeholder data.
  • Maintain central records (contact details of those in our networks, event attendees, mailing lists), to actively ensure all personal data is kept accurate and updated, training (as needed) will be given to produce basic reports.
  • Implement simple dashboards to track registrations, attendance, engagement and those making referrals
• Marketing & communications
  • Manage Eventbrite listings, producing initial drafts of bulk emails in line with Gospel Patrons’ voice (training given as needed).
• General operations
  • Assist with processing supplier invoices and basic budget tracking.
  • Manage stock levels of printed Gospel Patrons UK resources and re-order and send to key stakeholders as required
• Safeguarding & compliance
  • Ensure event and data processes follow UK law and Gospel Patrons UK policies and safeguarding expectations. Basic training provided.
  • Ensure privacy and confidentiality is upheld at all times.

Person Specification

This role would suit someone who could derive a sense of purpose in seeing Gospel Patrons UK meeting it’s aims. Interactions within our mostly evangelical networks are expected as part of the role so we have a genuine occupational requirement for the postholder to be a committed evangelical Christian. 

We are looking for someone careful who naturally pays close attention to detail, a warm and task orientated efficient communicator, confident at planning hosting for high-end events, able to warmly welcome and chat to guests as they arrive. We are growing our networks and want to expand with a deep commitment to following Jesus Christ and excellent execution at the heart of all we do. 

So, we need someone rooted in Christ, who thrives working behind the scenes - organising people, data and hospitality, to ensure that the movement gathers momentum, ultimately raising up a generation of gospel patrons.

Skills and experience

Essential

• Proficient in using Outlook, MS Office and Zoom
• Excellent organisational skills; proven diary and event coordination experience.
• Strong written communication for general emails and network communications.
• High attention to detail, both for accuracy and to ensure all necessary tasks are completed and not forgotten.
• Ability to be warm, calm and professional at events, representing Gospel Patrons UK well at all times.  
• High level of discretion when handling confidential information
• Practicing evangelical Christian, able to personally affirm the Affinity doctrinal basis, which Gospel Patrons UK is aligned with

Desirable

• Confident managing data in systems e.g., Mailchimp and Eventbrite.
• Experience of organising suitable catering for high-end events
• Experience of working in evangelical Christian charity or church networks.
• Familiarity with UK charity compliance and safeguarding.
• Basic design skills (Canva) and light copywriting.
• Certified at Level 2 for food hygiene (external training can be provided)